Related Policies and Guidelines

SACSCOC Substantive Change Policy and Procedures

NeSCC Policy 04:49:00 SACSCOC Policy Compliance Responsibilities and Annual Review Process

Northeast State Community College is committed to adhering to the policies and guidelines of the Commission on Colleges of the Southern Association of Colleges and Schools (SACSCOC). In particular, to ensure compliance with SACSCOC Standard 14.2 (The institution has a policy and procedure to ensure that all substantive changes are reported in accordance with SACSCOC policy), Northeast State has set forth the following policy. The procedures in this policy shall be carried out in accordance with SACSCOC policies and guidelines to notify the Commission of substantive changes and seek approval prior to the initiation of changes when it is requested. Northeast State is also committed to adhering to internal procedures, set forth in this policy, to ensure compliance.

Procedures

1. 1. 1. Academic Dean: The appropriate academic dean is responsible for initiating the Substantive Change Check Sheet for Reporting to the Southern Association of Colleges and Schools for academic program or course-related substantive changes.
      2. Assistant Vice President for Multi-Campus Programs: The Assistant Vice President for Multi-Campus Programs is responsible for initiating the check sheet for all distance education-related substantive changes.
   2. Off-Campus Instructional Site (OIS)= Related Actions: The Vice President for Academic Affairs is operationally responsible to ensure that all applicable OCIS-related actions are approved as required by and within the timeline established by the Commission. This includes, but may not be limited to, initiating an off-campus instructional site, relocating an off-campus instructional site, changing the name or address of an off-campus instructional site, closing an off-campus instructional site, or re-opening an off-campus instructional site. The Vice President for Academic Affairs is assisted by the Assistant Vice President for Multi-Campus Programs to ensure compliance. The Assistant Vice President is responsible for initiating the Substantive Change Check Sheet for reporting to the Southern Association of Colleges and Schools for all OCIS-related substantive changes. 
   3. Institutional/Governance-related Actions (non-academic): The Vice President for Institutional Excellence and Student Success is operationally responsible to ensure that all applicable institutional/governance-related actions are approved as required by and within the timeline established by the Commission. These actions include, but may not be limited to, initiating an institutional merger/consolidation, initiating an acquisition to another SACSCOC accredited institution, significantly altering the mission, changing governance, or closing the institution. The Vice President for Institutional Excellence and Student Success is responsible for initiating the Substantive Change Check Sheet for Reporting to the Southern Association of Colleges and Schools for all governance-related substantive changes.
      
      If an area is unclear as to whether a change is substantive in nature, the supervising vice president should contact the institution’s SACSCOC accreditation liaison, the Vice President for Institutional Excellence and Student Success. As the institutional contact, the liaison shall arrange, as appropriate, consultations with Commission staff for Northeast State personnel.
      
      
2. Once the president subsequently deems a proposed change as substantive on the Substantive Change Check Sheet for Reporting to the Southern Association of Colleges and Schools, the supervising vice president shall assign responsibility to the appropriate divisional personnel for the completion of the required materials for submission (e.g., prospectus, letters, etc.).
   
   
3. After the College receives final approval of its substantive change submission from the Commission, copies of the approval notification shall be routed by the Office of the President to the liaison and the responsible vice president. Depending upon the nature of the substantive change, the responsible vice president shall distribute copies of the approval notification to other internal personnel for further action.

Refer to SACSCOC Substantive Change Policy and Procedures for more comprehensive information regarding substantive changes.

Training

Northeast State shall host annually a substantive change training session for college personnel. The liaison/Vice President for Institutional Excellence and Student Success and the Vice President for Academic Affairs shall develop and implement the training session. The training session shall address:

1. SACSCOC Substantive Change Policy and Procedures;
2. NeSCC Policy 04:48:00 SACSCOC Substantive Changes;
3. Procedures for the completion of the Substantive Change Check Sheet for Reporting to the Southern Association of Colleges and Schools; and
4. Other relevant questions/concerns.
5. Additionally, in accordance with NeSCC Policy 04:49:00 SACSCOC Policy Compliance Responsibilities and Annual Review Process, the SACSCOC Policy Review Responsibility Listing Document shall be reviewed at the meeting to ensure all policies are listed and to review what area(s) is listed as the responsible division(s).

The following individuals shall be required to attend the training session:

1. Academic Deans;
2. Assistant Vice President for Research, Analytics, and Planning;
3. Assistant Vice President for Multi-Campus Programs;
4. Directors/administrators of all off-campus locations where 25% or more of a program’s credits can be earned, to include dual enrollment high school sites and programs;
5. President; and
6. Vice Presidents.